Emily Hays

Halliwell Jones Group is a prestigious, franchised, privately owned dealership selling new and used BMW and MINI motor vehicles nationwide. They have a large impressive presence in 5 Northwest towns, Warrington branch being the head office.

• Provided accurate, reliable administrative support for improved sales team efficiency. Supporting a sales dept. of 20 Sales Executives, 6 Retail Sales Managers and the General Sales Manager. Mentor and train the Sales Admin team to ensure customers expectations are met, along with the high auditable standards of BMW UK. Prioritise administrative tasks based on tight deadlines and targets.
• Purchase ledger and Sales ledger in relation to the purchase and sale of vehicles. Accurate profit and loss reporting on vehicle sales, assisting credit control with debtors lists. Accrual of internal and external vehicle costs.
• Accurately accrue and report on manufacturers bonuses and financial deposit contributions.
• Update sales records promptly and precisely for reliable reporting. Including the DVLA registration of new cars. Ownership changes and taxation of sold used cars and manage the insurance and taxation of all company owned asset vehicles and company demonstrators.
• Manage sales systems and spreadsheets. Achieving monthly, quartile and annual registration targets.
• Manage asset funding plans and wholesaling with the Alphera Commercial Funding System, generating reports and ensuring the settlement of vehicle funding within contracted terms. Organise the payment of outstanding finance on vehicles being purchased from private or trade sales.
• Support sales team with contract and document administration to streamline sales processes. including the registration of warranties and producing warranty documentation. Vehicle history and mileage checks producing certification.
• Closely work with other departments to arrange the preparation of vehicles in line with BMW UK standards, including mechanical checks, servicing and repair. Exterior body work and alloy wheel refurbishment.
• Maintain sales documentation and customer records in company database. Including accounting, CRM and digital filing system.
• Provided high-quality support across administrative tasks of end-to-end sales. Secretarial duties for the Head of Business as required.
• Training and support across the group, including the implementation or changes to systems and processes within the department to ensure audits are passed and customers expectations are met.
• Record purchase credit card transactions, performing accurate monthly reconciliation to statements and submit spending reports.

Vanrooyen EPS Ltd is an independent retailer of high end, high value vehicles like Bentley, Ferrari and Lamborghini to clients of wealth and status. I left after five years to return to my previous role with Halliwell Jones BMW with an increase in salary and responsibility. I believed a larger group of companies offered a bigger scope for career progression.

• PA work for the company chairman and directors. Booking hotels, flights, arrange meetings. Typing of personal letters and responding to private and professional mail.
• Oversee and manage all aspects of the businesses finances and administration, including; purchase and sales ledger, credit control, utilities management, banking, petty cash, P&L reporting, asset funding, reconciliation of bank accounts, contra accounts and funding accounts.
• Exporting all accounts into Sage monthly, ready for accountant to review and submit tax return.
• Recruit, train and mentor apprentice sales administrator in all aspects of vehicle administration and DVLA applications as per my own previous roles within the motor industry.
• Plan and organise events, order marketing material, stationary, valeting supplies, kitchen and cleaning supplies. Manage cleaning contracts and outsource health and safety management including the testing of fire extinguishers and electrical appliances.

I was approached and offered an opportunity to Join this prestigious BMW flagship dealership in Warrington by a previous colleague whom had transferred to the management team at Halliwell Jones a few months before. I felt proud to represent such a high calibre of Manufacturer whose core values of customer care echoed my own.

• Process customer orders for new and used cars from stock or from the factory. monitor production and preparation and liaise with the sales executives on arrival or completion dates to help manage customers expectations.
• Registration and taxation of new and used vehicles with the DVLA, accurately reporting to sales manager to ensure monthly and quartile registration targets are met.
• Produce vehicle sales invoices to send to finance companies for pay out before handover of car. Registration of warranties and service plans. Ensure schedules or certificates are given to customer on handover within the prepared handover pack.
• Arrange preparation of vehicles to met high BMW standards before handover. Liaise with other departments including the Workshop, Bodyshop and Alloy Wheel Centre.
• Produce reports for management, including order take, enquiry source, bonus accrual, P&L, commissions, debtors and opening/ closing stock balances and stock lists.

Immediately after leaving school, I began a career within the motor industry, ultimately working within the sales department in administration. This work is detailed in my future roles with Halliwell Jones and Vanrooyen EPS Ltd. My early career within other reputable dealerships gave me the skills and confidence to apply for more senior positions with increased responsibility at more prestigious retail outlets.

• August 1994 to September 1996 - Showroom Receptionist at Looker Vauxhall St Helens.
• September 1996 to March 1999 - Trainee Sales Administrator at Lookers Vauxhall St Helens
• March 1999 to February 2001 - Used Car Sales Administrator at Polar Ford St Helens
• March 2001 to May 2003 - New & Used Car Sales Administrator at Dutton James Renault St Helens